Procedures for Travel and Other Reimbursable Expenses

Policy

Refer to the Reimbursement of Travel and Other Expenses Policy.

Procedures

For the purposes of these Procedures, "employee" collectively refers to academics, researchers, and administrative staff.

PR1. Travel Advances

Travel advances are requested to attend conferences or meetings. There are three types of travel advances, all of which must be accounted for at the time of expense report submission. In cases where more than one payment is required in advance of a trip, multiple advance requests (and types) may be requested at different intervals prior to the trip.

PR1.1.
Third Party Prepayments – may be requested by Employees, Students and Visitors

These are payments made directly to third party suppliers in advance of the trip. Examples include payments to conference registration or travel agency.

Direct payment is strongly recommended, as it may be requested at any time with copy of invoice.

The original invoice is submitted with the comprehensive expense report following the trip (in order to account for the advance).

For conferences in Montreal where no other expenses will be claimed, payment for conference registration may be made by submitting a third party payment expense report instead of an advance.

PR1.2.
Out-of-Pocket in Advance of Trip – may be reimbursed to Employees and Students ONLY

The Claimant is out-of-pocket for expenses they personally paid for in advance of the trip. Examples include conference registration or airline ticket paid by the traveler.

This type of advance maybe requested at any time (and in multiple instances as Claimant prepays), with copy of receipt and proof of payment.

Original receipts and proof of payment is submitted with the comprehensive expense report following the trip (in order to account for the advance).

PR1.3.
Cash Advances – may be issued to Employees and Students ONLY

This payment to the Claimant is to cover cash needs for anticipated expenses to be incurred during the trip.

Cash advances should be limited to field studies, extended trips, and when trips occur in countries where cash is the only mode of payment.

Cash advances shall not be issued more than 30 days in advance of the trip. Amounts in excess of $5,000 require a breakdown of estimated costs.

PR2. Advances for Airfare Paid by FOAPAL Authorization Form

FOAPAL Authorization Form [Travel Services website]

PR3. Non-Travel Accountable Advances

Accountable advances may also be issued for non-travel purposes.

PR3.1. Advances for Subject Payments

For research studies – compensation given to participants for undergoing experimental testing. Money is advanced to an employee for distribution to participants.

The Return Date must be a maximum of 6 months from the Start Date.

Amounts in excess of $5,000 require a breakdown of estimated costs.

PR3.2. Advances for Field Trips

For research being done over an extended period of time, off campus or at a remote location.

Amounts in excess of $5,000 require a breakdown of estimated costs.

PR 3.3. Advances for Petty Cash

For minor departmental expenses.

The Return Date must be a maximum of 60 days from the Start Date.

Amounts may not exceed $500.

PR4. Reconciliation of Advances

All advances including travel advances paid to third parties must be cleared by submitting an expense report 30 days following the return date of the trip.

Advances not reconciled 30 days following the return date of the trip are considered overdue.

Once an advance is considered overdue, no additional advances may be requested, nor will any expense report be reimbursed to the Claimant until the overdue advance is cleared.

The Fund Financial Manager (FFM) or Principal Investigator (PI) is not impacted by overdue advances of the Claimant. The FFM or PI is still able to obtain his/her personal advances or reimbursements unless an unresolved issue requires escalation.

In the event that an amount is to be returned to the University, a personal cheque made payable to McGill University must be attached to the expense report.

PR 5. Expense Reports & Reimbursements

PR5.1. General

Expense reports may be submitted using the respective Minerva ‘Advances and Expense Reports Menu’ for one or both of the following reasons:

  • To reimburse individuals for incurred expenses
  • To reconcile advances

Expense reports may be requested for the following types of expenses:

  • Travel related expenses
    Expenses incurred while attending conferences or meetings - transportation, lodging, meals and conference registration.
  • Subject Payments
    For research studies - compensation given to participants for undergoing experimental testing. Money is advanced to an employee for distribution to participants. This advance request is then reconciled by submitting an expense report.
  • Field Trips
    Expenses incurred while doing research over an extended period of time, off campus or at a remote location.
  • Other personal reimbursements
    Small item purchases made on behalf of the Department/Unit.

Minerva provides the facility to organize and group receipts, calculate currency exchange and sales tax for rebates, as well as assign proper account codes. It also presents Claimants with a checklist to ensure timely approval and processing of payment.

It is important to remember that the Travel Desk cannot act on an electronic submission until the signed form and receipts are received.

PR5.2. Payment Method

All advances and expense reimbursements to Employees and Students will be made through direct deposit in Canadian dollars.    

Students who have not provided their banking information in the Minerva menu for non-payroll deposits will be reimbursed by cheque. 

Claimants are notified of the direct deposit, by e-mail, on the day the Central Travel Desk processes the advance or expense report request. Direct deposits appear in bank accounts within 2 business days of the processing date.

Payments to third parties (including Visitors) will be issued accordingly:

  • In North America: By cheque in Canadian or U.S. dollars. 
  • Outside of North-America: By wire in any currency accepted by McGill's financial institution(s) - Wire Transfer Request form.

In all cases, the FOAPAL will be charged in equivalent Canadian dollars.

PR5.3. Reimbursements to Visitors

In the case of Visitors to the University who will depart prior to their requests being processed in the system, use the Visitor Claimant Signature form to obtain the Claimant’s signature. 

Along with the sum of original receipts, it allows the Visitor to provide an estimate of expenses to be incurred following departure (e.g. taxi to airport).

The form must be signed and attached to the official printed expense report. 

Minor revisions when additional receipts are appended to the claim do not require re-acknowledgment by the Visitor. 

Exceptionally, a Visitor’s signature is not required for claims with a zero net payment (i.e. only clearing advances), hence the Visitor Claimant Signature form is not required in these cases.

PR5.4. Reimbursements to Students

Units may choose to process reimbursements to McGill students one of two ways:

  1. Units may assist students in compiling the necessary supporting documentation, and data enter expense reports on behalf of students. 
  2. Units may decide that, due to volume, University administrative and support staff will not data enter expense reports on behalf of students.  These units will direct their students to the Minerva Student menu entitled ‘Expense Reports’ which is limited to submission without FOAPALs. 

The Unit must name Reviewer(s) to review student claims (to ‘submit’ or ‘disapprove’, and to add missing FOAPAL information), and instruct their students which Reviewer to assign their claim to. 

Refer to the Reviewer Authorization form to establish the Primary Reviewer within a Unit who is delegated to oversee the expense report review process.

PR5.5. Reimbursements to Non-Residents of Canada

Reimbursements to non-employee who is not a resident of Canada (typically travel costs relating to a guest lecture/speaking engagement), must be included on Form T4A-NR (Statement of Fees, Commissions or Other Amounts Paid to Non-Residents for Services Rendered in Canada) under ‘travel expenses.’ 

To ensure the Payroll Office in Human Resources can fulfill the University’s regulatory responsibilities, check the ‘non-resident’ flag when completing an expense report for all claims paid to the non-resident or to a third party on behalf of the non-resident.  For further information, see the Guest Lecturer and Speaker Remuneration Policy.

PR6. Receipts

PR6.1.
Original paper or printed electronic receipts are required for all expenses being claimed except for mileage claims, meal per diems, tolls, public transportation and gratuities if paid in cash.
PR6.2.

For the following expense types charged to non-Research Grants and Contracts, the University will accept scanned receipts or pictures of receipts captured with smartphones (e.g. iPhone, Blackberry):

  • Gas (Personal Automobile or Car Rental)
  • Taxi
  • Parking (Off-campus)
  • Meals
PR6.3.

For scanned receipts or pictures of receipts, the Claimant must ensure that the printed copies must be of good quality, legible and readable before destroying the original paper receipts.

PR6.4.

Credit card sales slips, credit card statements, canceled cheques, airline itinerary confirmations or fare quotes are not acceptable receipts for travel-related expenses.

PR6.5. Electronic Receipts and Purchases

Many purchases are made via websites and the transaction confirmation varies widely depending on the Supplier. Electronic receipts are acceptable only if the following information is included:

  • Identification of the Supplier
  • Supplier’s GST and QST numbers, where applicable
  • Identification of the buyer
  • Full description of what was purchased
  • How much was paid, along with proof of payment indication.
PR6.6. Receipts in foreign currency

Foreign currency receipts should be denominated in the original currency, with conversion to Canadian dollars properly indicating the exchange rate used. An appropriate exchange rate may either be derived from the Bank of Canada website (based on the receipt date), or the rate charged on the credit card statement. Provide a copy of the credit card statement if the latter differs greatly from the published rates. If claiming receipts in U.S., British Pounds or Euro currency, the system will default in the exchange rate based on the receipt date entered.

PR6.7. Defacing Receipts

If the University is reimbursing the Claimant for only a portion of the total cost of a trip and the Claimant wants to use a portion of the original receipts submitted for some other purpose, Financial Services will enter the amount paid by McGill on each original receipt and return the annotated ("defaced") original to the Claimant. This procedure may be done upon or before the expense report submission.

PR6.8. Receipts in Foreign Language

Any receipts in a foreign language must be accompanied by an explanation of the item, in English or French, on the claim or receipt.

PR6.9. Proof of Payment

If needed for proof of payment, the credit card chit or credit card statement may be attached. Black out the primary account number (PAN) except for the last 4 digits.

PR7. Summary by Expense Type

This reference of allowable expenses should be used in determining the appropriate method of payment, the reasonable costs suggested, and the allowance rates.

Note: Individual units may, at their discretion, apply more rigorous restrictions.  However, Financial Services will verify for these undernoted minimum standards.

Where applicable, Granting Agency guidelines supersede the University Policy and Procedures.

Airfare

  1. The original paper ticket receipt (i.e. passenger copy), printed e-ticket or travel agency invoice is required and must include all of the following information:
    • Passenger name
    • Airline and flight #
    • Date of flights
    • Origin and destination
    • Amount and proof of payment
  2. Airline itinerary confirmations or fare quotes are not acceptable.
  3. Boarding passes are no longer required when other evidence exists to prove the trip has occurred (e.g. hotel invoice, taxi chit to/from airport, meal receipts, etc.). 
  4. Seats in a fare class greater than economy (or lowest logical airfare) requires the prior approval of the Claimant's Dean or Vice-Principal/Provost.
  5. Some airline companies (e.g. WestJet and Porter) only offer economy class and their boarding passes/invoices do not indicate the class codes.  For Air Canada, Tango, Flex and Latitude are all considered economy class.   
  6. Flight cancellation insurance is allowable and must be accompanied by a receipt.  No other form of travel insurance will be reimbursed.
  7. Baggage fees and seat selection fees are acceptable. 
  8. When a purchased airfare includes costs which are not a necessary consequence of travel on behalf of the University, a quotation for the itinerary purely related to University business (i.e. that excludes avoidable stopovers and trip extensions) must be attached to the advance and/or expense report. The Claimant will be reimbursed the lowest airfare.
  9. Invoices from any other travel management company must be original.  However, if using the Procurement Services’ designated travel management companies, copies of invoices are acceptable. 
  10. No reimbursements may be claimed for tickets purchased with frequent flyer points.  The Claimant may choose to use air miles with the understanding that they will not be reimbursed the equivalent monetary value.  However, Claimants may claim administrative fees and taxes charged. 
  11. It is the responsibility of the Claimant (overseen by the Fund Financial Manager), to obtain a credit/reimbursement from the airline carrier if a trip is cancelled. 
  12. For trips amounting to significant costs, it is advised to buy flight cancellation insurance.
  13. PDF icon Sample Receipt - Airfare

Rail Fare

  1. The original paper ticket (i.e. passenger copy of the rail fare ticket clearly indicating receipt/itinerary) or printed e-ticket receipt is required and must include all of the following information:
    • Traveler’s name
    • Rail carrier and train #
    • Date of train(s)
    • Origin and destination
    • Departure and arrival times for each segment of the trip
    • Amount and proof of payment
  2. Any rail fare class for day trip is allowed as long as the cost does not exceed the economy airfare applicable to the given destination. If overnight travel is necessary, sleeper class may be used.
  3. Original paper ticket (i.e. passenger copy) or printed e-ticket receipt is required.
  4. E-Booking confirmations are not acceptable receipts.
  5. PDF icon Sample Receipt - Rail Fare

Car Rental

  1. The original paper or printed electronic receipt is required and must include all of the following information:
    • Traveler’s name
    • Rental period
    • Pick-up and drop off location(s)
    • Amount and proof of payment (balance must show $0.00)
  2. The cost of the rental should not exceed equivalent rail or economy airfare.
  3. Gas - Receipt Requirements for Research Grants and Contracts:
    • Original paper gas receipt is required.
  4. Gas - Receipt Requirements for all other Fund Types:
    • Original paper gas receipt OR
    • Scanned gas receipt OR
    • Picture of gas receipt captured by smartphone – i.e. iPhone, Blackberry.
    • The printed copies must be of good quality, legible and readable. 
  5. The cost of standard insurance against liability or personal injury is acceptable. 
    Note:  The University is not responsible for damages incurred during the rental period. The Claimant is responsible for securing adequate 3rd party liability and collision damage waiver insurance upon rental.
  6. If renting a car in North-America, Card Holders are automatically covered for collision damage when using the McGill American Express Corporate Card, and should refuse coverage offered by the rental company. If the McGill AMEX Card is not used, a reasonable amount of insurance expense may be charged to the University.  For more information, consult the Book Vehicle page on the Travel Services website.
  7. PDF icon Sample Receipt - Car Rental

Personal Automobile

  1. Kilometer allowance or the actual cost of gas not exceeding equivalent rail or economy airfare may be claimed.  May not claim both mileage and gas.

    Mileage Rate:

    • 57 cents per kilometer, or 91 cents per mile  (Effective June 1, 2012).
    • Must provide the start and destination points and attach a copy of the distance validation by using any of the following suggested sites: MapQuest , Google Maps 
    • If claiming mileage for multiple days - keep a log and record the date, start and destination points for each day. Submit the log with the expense report.
    • PDF icon Sample Receipt - Mileage Claim

    Gas:

    • Receipt Requirements for Research Grants and Contracts:
      • Original paper gas receipt is required.

    • Receipt Requirements for all other Fund Types:
      • Original paper gas receipt OR
      • Scanned gas receipt OR
      • Picture of gas receipt captured by smartphone – i.e. iPhone, Blackberry.
      • The printed copies must be of good quality, legible and readable. 
    • The receipt must include all of the following information:
      • Date
      • Location
      • Name of gas station
      • Breakdown of cost (#liters/gallon and price)
      • Amount and proof of payment
    • PDF icon Sample Receipt - Gas

  2. The University is not responsible for damages to employees' cars incurred while using the car for University business. The Claimant must therefore ensure that his/her personal automobile insurance is adequate. For more information, consult the Use of Personal Vehicle page on the Travel Services website.

Taxi

  1. Receipt Requirements for Research Grants and Contracts:
    • Original paper receipt is required.
  2. Receipt Requirements for all other Fund Types:
    • Original paper receipt OR
    • Scanned receipt OR
    • Picture of receipt captured by smartphone – i.e. iPhone, Blackberry OR
    • Credit card sales slip.
    • The printed copies must be of good quality, legible and readable. 
  3. Local transportation for McGill employees or students must be entered individually with an explanation for each receipt.
  4. Proof of payment is not required.
  5. May claim mileage (e.g. home to airport) if no receipt is available.
  6. Airport bus service should be used to and from airports whenever possible and convenient.
  7. PDF icon Sample Receipt - Taxi

Hotel/Lodging

  1. The original paper hotel receipt or printed electronic invoice receipt (i.e. for a hotel booked online with Expedia, Hotwire, etc.) showing zero balance is required and must include all of the following information:
    • Traveler’s name
    • Dates and duration of the stay
    • Amount and proof of payment
    • Room type
    • Occupancy
    Meals and internet may be included and do not need to be reported separately on the expense report.
  2. Express checkout invoices/receipts must meet all of the requirements above.
  3. If the invoice/receipt does not show a zero balance or proof of payment, a copy of the credit card slip or statement must also be submitted.  
  4. Meals on hotel receipts:
    • Receipt Requirements for Research Grants and Contracts:
      • Original paper detailed restaurant receipt is required.
      • The original paper detailed restaurant receipt must include:
        • Name of restaurant
        • Date
        • Items ordered
        • Amount
        • Gratuities
      • If a detailed receipt is not available, per diems may be claimed.
    • Per diem allowances will not apply if meals are included in lodging charges. If claiming per diems, meal charges will need to be deducted when entering this receipt in the expense report.
    • If a detailed receipt is not available, per diem amounts may be claimed.
  5. A lodging allowance of $20(CAD) per night may be claimed if accommodations were provided by friends or relatives (private home).
  6. Dry cleaning or movies charged to the hotel room are not eligible expenses. If included in the receipt, these charges will need to be deducted when entering this receipt in the expense report.   
  7. PDF icon Sample Receipt - Hotel/Lodging

Meals & Entertainment

  1. For meals, actual receipts or per diems are acceptable, however the University encourages actual receipts. 
  2. For entertainment, only actual receipts are acceptable.
  3. For meals, a combination of per diems and receipts may be claimed as long as each meal is only claimed once.  For example: per diem for breakfast and lunch + meal receipt for supper. 
  4. Meal expenses (receipt/per diem) may not be claimed for conferences held in Montreal.
  5. Receipt Requirements for Research Grants and Contracts:
    • Original paper detailed receipt is required.
    • The original paper detailed receipt must include (including meals charged on a hotel bill) all of the following information:
      • Name of restaurant
      • Date
      • Items ordered
      • Amount
      • Gratuities
    • If a detailed receipt is not available, per diems may be claimed.
  6. Receipt Requirements for all other Fund Types:
    • Original paper receipt, detailed receipt, or credit card sales slip OR
    • Scanned receipt, detailed receipt or credit card sales slip OR
    • Picture of receipt, detailed receipt or credit card sales slip detailed receipt, credit card sales (captured by smartphone – i.e. iPhone, Blackberry).
    • The printed copies must be of good quality, legible and readable. 
  7. Per Diem Allowance

     

    Within Canada

    Outside Canada

    Breakfast

    $10 CAD*

    $12 CAD*

    Lunch

    $16 CAD*

    $21 CAD*

    Dinner

    $28 CAD*

    $37 CAD*

    Total Daily Allowance

    $54 CAD*

    $70 CAD*

    *Amounts include gratuities
  8. Requirements for University-Related Entertainment
    • The business purpose of the meeting or occasion (e.g. taking out a guest lecturer for a meal), and the name(s) of the individual(s) or the group is required.
    • The names of the individuals must be listed on the expense report.  If more than 10 people have attended, indicate only the name of the group/event.
    • Should the normal approver of the expense report be listed, their immediate supervisor must approve the request.
    • It should be noted that the policies of several granting agencies prohibit the claim of alcoholic beverages, while other granting agencies permit higher per diem rates based on geographic area.
    • Refer to the Guidelines for Local Hospitality and Entertainment
  9. PDF icon Sample Receipt - Meals & PDF icon Sample Receipt - Entertainment

Conference & Seminar Registration

  1. The original paper conference receipt or printed electronic invoice receipt is required and must include all of the following information:
    • Registrant's name
    • Conference name
    • Date(s)
    • Location
    • Amount
    • Zero balance or proof of payment (i.e. copy of credit card slip or credit card statement)
  2. The full name of the conference must be indicated in the Trip Purpose field of the expense report.  If an acronym is used, elaborate.
  3. Per diem allowance will not apply where meals are included in the conference registration.  Exceptional cases must be documented and a meal receipt provided.
  4. McGill Procurement Cards (PCards) must not be used to pay for conference registration fees.
  5. Requirements for Research Grants and Contracts:
    • If required by Granting Agency, the conference prospectus/program (official documentation indicating the conference name, dates and information about the event) must be attached to the Expense Report.
    • If claiming trip-related expenses for a conference where conference fees are not being claimed, proof of participation may be required by the Granting Agency.
  6. PDF icon Sample Receipt - Conference & Seminar Registration

Subject Fees

  1. Should not exceed $100 per day for each person participating in a research study.
  2. Subject fee payments exceeding $100 should be reviewed to ensure that the payment should not be treated as employment income.
  3. Acknowledgment containing the name of the research study, recipient name, amount paid and recipient signature is required.
  4. If the nature of the research is confidential, the Fund Financial Manager must attach a memo or indicate in the description field that due to the confidential nature of research, names and addresses of recipients will not be provided.
    Note:
    • Departments must still obtain acknowledgement of payment (i.e. receipts), containing recipient’s name, amount paid and recipient’s signature. 
    • Receipts must be retained by the Department in the event of an internal or external audit.
    • In lieu of recipient’s name, the receipt may be made to Participant 1 and the Department retains the document identifying the relationship between Participant 1 and the name of the recipient.
  5. If payment is to be made directly to a participant, it should be paid through a payment request.

Communication Expenses

  1. Communication expenses include charges for cellular, telephone, internet or other electronic communicating device related to University business.
  2. The original paper receipt or printed electronic receipt is required and must include all of the following information:  
    • Name
    • Billing address
    • Details of expenses
    • Amount (proof of payment is not required)
  3. If the last name on the invoice is different from the Claimant’s, the relationship to the Claimant (e.g. spouse/partner) must be indicated in the Description field.
  4. Since electronic receipts may be printed more than once, it would be in the best interest of the Departments to impose a deadline for the submission of internet and cell expenses.  This will alleviate the risk of having the same charges reimbursed twice.  These types of expenses may be submitted quarterly.
  5. Requirements for Research Grants and Contracts:
    • Cell/internet charges must be directly related to research and must be compliant with sponsor guidelines.

Gifts, Gift Cards/Certificates

  1. Gifts may take two forms:
    • A tangible token of appreciation.
    • Gift cards & gift certificates - a certificate usually presented as a gift that entitles the recipient to select merchandise of an indicated cash value at a commercial establishment.
  2. The original paper receipt is required and must include all of the following information:
    • Date
    • Items purchased
    • Amount and proof of payment
  3. It is obligatory to provide the name of the recipient(s) along with a McGill ID if the individual is a McGill employee or student.  This information must be entered in the Description field.
  4. Gift must be selected as the Expense Type in the expense report.
  5. The value of the gift given to the employee will be transmitted to the Payroll Office which may be included in their T4 Statement of Remuneration.

Publications

  1. The original paper receipt or printed electronic invoice is required and must include all of the following information:
    • Name of supplier
    • Title of each book
    • Date
    • Amount
    • Proof of Payment

Memberships

  1. The original paper receipt, printed electronic invoice and/or copy of the application form is required and must include all of the following information:
    • Full name of organization or seminar, elaborating acronyms
    • Date
    • Amount

Parking (Off-campus)

  1. Receipt Requirements for Research Grants and Contracts:
    • Original paper receipt is required.
  2. Receipt Requirements for all other Fund Types:
    • Original paper receipt OR
    • Scanned receipt OR
    • Picture of receipt captured by smartphone – i.e. iPhone, Blackberry.
    • The printed copies must be of good quality, legible and readable. 
  3. Metered Parking: Receipts not required.

Purchases of non travel related goods or services having a value of over $2,500 will not be reimbursed. These items must be requisitioned prior to ordering, using the Purchase Requisition process (more information).

PR9. Small Equipment Purchases & Supplies < $2,500

Purchases of small equipment and supplies less than $2,500 per item are only allowable if permitted by the fund being charged. Original paper receipts or printed electronic receipts must be submitted. In general, these purchases should be handled with the University Procurement Card (PCard) (more information).

PR10. On-Campus Parking

Under the regular provisions of the University parking regulations, the owner of a vehicle must pay the appropriate charge for parking privileges. However, in cases where employees are required to regularly use their personal vehicle in the execution of their regular duties, arrangements may be made for parking to be charged to a fund administered by the University.

Where these arrangements result in the issue of ongoing permits, or of temporary permits extending over 30 days in any 12-month period, prior written approval is required from the Dean or Director of the Unit concerned and the Controller.  A written authorization request must be sent to the Controller’s office clearly stating the business reasons for the use of the employee’s vehicle and the requirement for on-campus parking.  Where the above is used partially for personal purposes, the value of the personal benefit must be reported as a taxable benefit.

If the issue of a permit relates to periods of less than 30 days in any 12-month period, the charge to a University fund may be authorized by the regular signing authority for that fund. This authorization must specify the name of the person / company to whom the parking privileges were granted, and contain a brief description of the justifying circumstances.

PR11. Relocation Expenses

For any moving and travel costs relating to relocation, refer to the Relocation Policy  for tenure-track faculty, and the Relocation Allowance for Senior Administrative Positions.

PR12. Purchase of Alcohol for Campus Events

Liquor must be served and sold in accordance with the McGill Alcoholic Beverages Policy.  Alcoholic beverages for campus events must be purchased from the Alcohol Permits Administration Office, and therefore may not be claimed on an expense report.  For detailed guidelines, refer to Alcohol Permits Administration.

PR13. American Express Corporate Card

American Express Canada Inc. provides the use of a corporate card to the University's full-time appointed academic and administrative staff members. The Corporate Card System is designed to give McGill cardholders the advantages of improved access to corporate rates, guaranteed reservations for accommodation, and the convenience of not carrying large amounts of cash, thus cutting down on the need for cash advances and certain insurance coverages.

Refer to the American Express (AMEX) Corporate Card Policy for more information.  

Timely payment of the account to American Express is the responsibility of the individual cardholder. Service charges relating to late payment of credit card charges are the sole responsibility of the academic or administrative staff member and are not reimbursable by the University.


Publication Date: December 2, 2005
Revision Date: April 26, 2017 - V1.1

Related Memorandums, Announcements, and Revision Notes

April 26, 2017 - Version 1.1: Added the word "exceptionally" to the last sentence in PR5.3 so it now reads: Exceptionally, a Visitor’s signature is not required for claims with a zero net payment (i.e. only clearing advances), hence the Visitor Claimant Signature form is not required in these cases.

April 18, 2017: Changed the formatting of the webpage only - removed accordions and tabs for ease of searching using Ctrl+F. No changes made to the content.

February 21, 2017 - Version 1.0: These Procedures were previously published as part of the Reimbursement of Expense Policy. The Policy has been renamed to Reimbursement of Travel and Other Expenses Policy. Procedures have been removed from the Policy and have been published on this page as Version 1.0.

December 5, 2016: Announcement from Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services, about the Vision Travel - FOAPAL Authorization form updated with "Claimant Affiliation" field - channel news

November 30, 2016: Announcement from Elvie Coletta, Director, Research Financial Management Services, Financial Services, about the NEW "Claimant Affiliation" field added to Minerva Advances & Expense Reports forms (effective December 1, 2016) - channel news | PDF icon Reimbursement of Expenses Requirements Checklist Tri-Agency.pdf

November 18, 2016: Announcement from Elvie Coletta, Director, Research Financial Management Services, Financial Services, about 2016 Tri-Agency Financial Administration Guide – Summary of Changes – channel news.| PDF icon 2016 Tri-Agency Financial Administration Guide - Summary of Changes

August 1, 2016 - Version 2.8: A detailed restaurant receipt is now mandatory when claiming reimbursement on research grants and contracts. If a detailed receipt is not available, it is no longer acceptable to indicate on the receipt why a detailed receipt was not obtained and to certify that the meal being claimed complies with agency policies. The note in expense type (7) Hotel and the receipt requirements for expense type (8) Meals were updated accordingly (section G4.4.6). Per diem amounts may be claimed when there is no detailed receipt available.

June 14, 2016 – Version 2.7: Clarified that the term students includes postdoctoral fellows (postdocs). The following sections were updated to read students (including postdoctoral fellows): G2.1; G2.2; G3.1.1 a, b, and c; G4.2; G4.3.2.

April 25, 2016 – Version 2.6: Updated the note in Section G4.4.6 Summary by Expense Type - Expense Type (2) Car Rental - added If renting a car in North-America to the second paragraph.

April 04, 2016: Announcement from Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services, about Submitting an Expense Report - "new" Expense Items added – channel news. (Note: This announcement impacts data entry in Minerva. No changes have been made to the policy itself.)

March 16, 2016 – Version 2.5: Replaced the phrase “faculty or staff” and the word “staff” with “academic staff, administrative and support staff”.

February 04, 2016 - Version 2.4: Announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses Policy Update – P2.1 and G3.1 Eligibility for requesting and receiving Travel Advances – channel news.

June 22, 2015 - Version 2.3: Updated the note in Section G4.4.6 Summary by Expense Type - Expense Type (1) Personal Automobile - added a reference to the Use of Personal Vehicle page on the Travel Services website.

April 27, 2015 announcement from Cristiane Tinmouth, Controller, Financial Services about Reimbursement of Expenses Policy Update - G4.4.6 Expense Type (2) Car Rental - channels news.

March 19, 2015 announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses - UPDATE - Airfare Receipt Requirements- channels news.

October 30, 2014 announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses - PROCEDURE UPDATE regarding missing receipts- channels news.

September 3, 2013 Memorandum from Rose Goldstein, Vice-Principal Research and International Relations, and Michael Di Grappa, Vice-Principal, Administration and Finance about Reimbursement of Expenses – PROCEDURE UPDATE regarding missing receipts - channels news | PDF version.

May 9, 2013 announcement from Cristiane Tinmouth, Controller, Financial Services about Delegation of Temporary Signing Authority Procedures For All Fund Financial Managers - channels news.

May 6, 2013 Memorandum from Rose Goldstein and Michael Di Grappa about Research Administration and Accountability – Tri-Agency Recommendations - NEW DELEGATION MENU - channels news | PDF version.

May 31, 2012 Memorandum from Cristiane Tinmouth, Controller, Financial Services about Mileage rate increase - PDF version.